Background
UN Women is seeking to engage three (3) individuals under Special Service Agreement (SSA) contract modality in the capacity of Regional Procure-to-Pay (P2P) Consultants. Each consultant is expected to support two (2) regions.
UN Women Regional Offices:
Regional Office for Americas and the Caribbean, Clayton, Panama
Regional Office for Arab States, Cairo, Egypt
Regional Office for Asia and the Pacific, Bangkok, Thailand
Regional Office for East and Southern Africa, Nairobi, Kenya
Regional Office for West and Central Africa, Dakar, Senegal
Regional Office for Europe and Central Asia, Istanbul, Turkey
UN Women, grounded in the vision of equality enshrined in the Charter of the United Nations, works for the elimination of discrimination against women and girls; the empowerment of women; and the achievement of equality between women and men as partners and beneficiaries of development, human rights, humanitarian action and peace and security.
Under the overall guidance of Deputy Director of DMA and under the direct supervision of the Head of Procurement Section, the Procure-to-Pay (P2P) Procurement Consultant will provide direct support to the designated UN Women Regional Office (RO) and respective UN Women Country /Multi-Country Offices (Cos/MCOs) within the region during the transition period to the new Oracle Cloud Enterprise Resource Planning (ERP) system – Quantum Management System (QMS) and its extended portals - and adjacent P2P solutions and tools, including the roll out and implementation of new or revised procurement policies, procedures and guidelines.
The Procure-to-Pay Procurement Consultant function is a comprehension of supporting the rollout of new ERP and other related systems and capacity building activities to support UN Women RO, and COs/MCOs within each region. The Procure-to-Pay Consultant is expected to provide technical assistance related to a wide spectrum of complex issues related to the roll out and implementation of the Quantum/P2P system, facilitate communication, training, capacity building and knowledge sharing, and work in close collaboration with internal and external stakeholders both at Headquarters and field levels for the successful rollout of the new systems and delivery of procurement services.
Duties and Responsibilities
Act as the Focal Point for all matters related to Quantum/P2P in RO, and COs/MCOs within the region(s):
- Provide feedback to the Quantum/P2P team in HQ on relevant local systems and processes, including reporting requirements, that need to be factored into the roll out and implementation of Quantum/P2P;
- Build a feedback loop between users in the regions and the Quantum/P2P team in HQ about Quantum/P2P, process changes, risks and issues;
- Support a two-way communication flow about objectives, benefits, change impacts and timeline with colleagues in Headquarters and the region(s);
- Ensure that all data collected from RO, and COs/MCOs within the region(s), is accurate and delivered timeously in the correct formats;
- Liaise, as needed, with other team members and focal points in RO, and COs/MCOs within the region(s) to ensure input is being provided and follow-up steps taken;
- Acts as the primary escalation point for local focal points and local implementation team members who need technical assistance in resolving Quantum/P2P implementation issues;
Ensure a smooth planning and execution of Quantum/P2P roll out and implementation in RO, and COs/MCOs within the region(s):
- Ensure that RO, and COs/MCOs within the region(s) deliver on all project milestones within the stipulated timelines and that challenges faced are promptly resolved/escalated;
- Identify user groups, roles and permissions and facilitate access for users;
- Provide technical assistance and support to users related to Quantum/P2P and other relevant systems;
- Answer queries and address system and user issues in a timely and professional manner and in line with agreed protocols and guidelines;
Support the process of review and development of new or revised procurement policies, procedures, and guidelines:
- Provide inputs on simplification and streamlining of procurement policies, procedures, guidelines and other documents while maintaining compliance with regulations and rules and ensuring alignment with Quantum/P2P systems;
- Lead regional consultations prior to the policy proposals and organize peer reviews to ensure relevance of the proposed policies and procedures;
- Propose changes and improvements on policies, procedures and guidelines based on information and recommendations received from relevant stakeholders, including on alignment with Quantum/P2P;
- Assist with the adaptation of standardized procurement documents to regional and country specific contexts, and help, to the extent necessary, translate, regionalize and localize relevant procurement documents, tools, templates, instructions, SOPs and guidance notes.
Ensure a smooth roll out and implementation of new or revised procurement policies, procedures, and guidelines in ROs, and COs/MCOs within the region(s):
- Coordinate roll out and implementation of new or revised procurement policies, procedures, guidelines in RO, and COs/MCOs within the region(s) to ensure streamlined business processes, standardization and knowledge sharing across the offices;
- Create models, matrices, tools and workflows for all common procurement functions with intense collaboration with all stakeholders;
- Ensure relevant documents, tools, templates, instructions, SOPs and guidance notes are available in a user-friendly and timely manner, including through shared folders, posting on the intranet and other communication channels;
- Ensure compliance of procurement functions in RO, and COs/MCOs within the region(s) with new or revised regulations, rules, policies, and procedures.
Facilitate communication, training, capacity buidling and knowledge sharing on Quantum/P2P and procurement policies, procedures, and guidelines:
- Help with the development, organization and facilitation of learning programmes and capacity building offerings (online trainings, webinars, thematic training videos etc.) at RO, and COs/MCOs within the region(s);
- Share ideas and recommendations on when and how to communicate or engage with stakeholders as part of Quantum/P2P and procurement policies, procedures, and guidelines roll out and implementation based on regional and country specific contexts.
- Provide inputs into communication, support and technical guidance materials, when relevant, and help, to the extent necessary, translate, regionalize and localize messaging and communication and training products;
- Facilitate user acceptance through awareness building and knowledge sharing, specifically by involvement in testing, promoting and undertaking training, user-support and disseminating learning programs and knowledge materials;
- Make regular contributions to the Procurement Community Network and other learning networks in relation to Quantum/P2P and procurement policies, procedures, and guidelines.
Build effective management relationship with internal and external stakeholders:
- Coordinate access to information and follow up on all activities for RO, COs/MCOs within the region(s) related to UN Women roll-out and implementation of Quantum/P2P and procurement policies, procedures, and guidelines;
- Provide support in addressing questions and queries received from UN Women team in RO, and COs/MCOs within the region(s) as well as from other stakeholders such as UNCT, other UN Agencies, donors, and suppliers;
- Work closely with team members ensuring performance and alignment of individual and team goals with procurement objectives, and provide appropriate coaching to enable a productive, innovative, and challenging working environment.
Key Performance Indicators:
The key results have an impact on the overall organization’s efficiency in procurement and administration and success in the implementation of operations strategies.
- Timely and accurate analysis and presentation of information;
- Timely roll out and implementation of Quantum/P2P and new or revised procurement policies, procedures, and guidelines;
- Timely organization and facilitation of Quantum/P2P and procurement learning programmes and capacity building offerings to UN Women offices within the region(s);
- Timely information sharing to facilitate decision making of the management, learning capacity building, and development of standardization of tools, systems, templates including policies and procedures.
Competencies
Mode of Contract Execution
The services will be delivered remotely out of an abundance of caution due to COVID, and the Consultant may be expected to be onsite and within UN Women’s Office premises when health and safety regulation guidelines allow for on-campus work operations.
Please visit this link for information on UN Women’s Core Values and Competencies that you are expected to abide by during the execution of the consultancy:
Core Values:
- Respect for Diversity
- Integrity
- Professionalism
Core Competencies:
- Awareness and Sensitivity Regarding Gender Issues
- Accountability
- Creative Problem Solving
- Effective Communication
- Inclusive Collaboration
- Stakeholder Engagement
- Leading by Example
Functional Competencies
- Strong knowledge of procurement systems and processes, particularly in the UN system is an asset;
- Ability to provide policy advice and support;
- Ability to process, analyze and synthesize complex, technical information;
- Proven ability to support the development of high-quality knowledge and training materials, and to train technical teams;
- Good negotiating skills;
- Strong IT skills.
Required Skills and Experience
Education and certification:
- Master’s Degree or equivalent in Business Administration, Public Administration, Operations, Supply Chain Management, or related field;
- Procurement Certification from International recognized institutions (e.g. CIPS-Chartered Institute of Purchasing & Supply) is an asset.
Experience:
- A minimum of 5 years of experience in procurement and supply chain management;
- Experience in the usage of computers and office software packages such as MS Word, Excel, PowerPoint, etc. (advanced level user) is required;
- Experience in ERP (Enterprise Resource Planning) systems (PeopleSoft, Oracle or equivalent), e-procurement and/or P2P systems is desirable.
- Experience in roll out and implementation of organization-wide ERP or e-procurement systems and procurement policies at regional or country level in international organizations is an asset.
Language Requirements:
- For all duty stations: Fluency in oral and written English is required. Knowledge of French and/or Spanish is an asset. Working knowledge of another UN official language is an asset.
- For UN Women Regional Office for West and Central Africa, Dakar, Senegal: Fluency in oral and written French is required;
- For UN Women Regional Office for Arab States, Cairo, Egypt: Fluency in oral and written French is required;
- For UN Women Regional Office for Americas and the Caribbean, Clayton, Panama: Fluency in oral and written Spanish is required;